# Filling vacant shifts with push notifications When a support worker cancels or a shift goes unassigned, you need a replacement fast. Instead of sending WhatsApp messages or calling around, you can alert available staff directly from the appointment in Comm.care — and the entire conversation stays on the participant's record. Below you'll find the steps for both sides: what you do as a manager to fill the shift, and what your staff see when they respond. > **Before you start:** phone alerts (push notifications) must be enabled on the Comm.care mobile app. If your team hasn't set this up yet, see [[Enabling and using mobile push notifications|Enabling and using push notifications]]. --- ## For managers: filling a vacant shift ### Step 1 — Open the appointment Find the shift that needs cover. You can get there from: - **My Organisation → Calendar** — find the appointment in the organisation-wide view - **My Circles → select the Circle → Calendar** — find it in the participant's calendar Click on the appointment to open it. ### Step 2 — Add a comment and @mention available staff Scroll down to the **Comments** section on the appointment. Type your message and use **@** followed by a staff member's name to tag them. You can tag as many people as you need in a single comment. For example: > *@Sarah @Tom — the Saturday 8am shift with James is now available. Are either of you free to cover it?*  ### Step 3 — Staff receive a push notification Each @mentioned worker receives an **instant push notification** on their phone — even if the Comm.care app is closed. The notification shows your name and a preview of your message. ### Step 4 — Review replies and assign the shift Staff reply in the same comment thread (see below). Once someone confirms, update the appointment's attendees to assign them the shift. The full conversation — who was asked, who responded, and when — is captured on the appointment record. --- ## For support workers: responding to a vacant shift ### Step 1 — Receive the phone alert You'll receive an instant phone alert (push notification) from Comm.care. It shows who sent the message and a preview of what they said. ### Step 2 — Tap the notification Tapping the notification opens the appointment directly in the Comm.care app. You can see the shift details — time, participant, location, and the manager's comment. ### Step 3 — Reply in the comment thread If you're available, reply in the comments and **@mention the manager** so they're notified of your response. For example: > *@Jo I can cover this — confirmed for 8am.* If you're not available, a quick reply helps the manager move on to other staff: > *@Jo Sorry, I'm not free Saturday morning.* --- ## Why use @mentions instead of WhatsApp or SMS? | | WhatsApp / SMS | @Mentions in Comm.care | |---|---|---| | **Where the conversation lives** | Someone's personal phone | On the participant's appointment record | | **Audit trail** | None — you'd need screenshots | Built in — who was asked, who replied, when | | **Who sees it** | Everyone in the group chat | Only staff with access to that record | | **Finding it later** | Scroll through chat history | Open the appointment, read the comments | --- ## Requirements - **Comm.care mobile app** installed on staff devices — [App Store](https://apps.apple.com/au/app/comm-care-by-pnyx/id6738582991) · [Google Play](https://play.google.com/store/apps/details?id=com.pnyx.commcare) - **Push notifications enabled** — staff must tap **Allow** when the app prompts them on first login. If they missed the prompt: - **iPhone/iPad** — Settings > Notifications > Comm.care > Allow Notifications - **Android** — Settings > Apps > Comm.care > Notifications > turn on - Staff must be **members of the Circle** or **organisation managers** to access the appointment and its comments For the full push notifications setup guide, see [[Enabling and using mobile push notifications|Enabling and using push notifications]]. --- ## Related tutorials - [[Enabling and using mobile push notifications|Enabling and using push notifications]] — how to set up push notifications on iOS and Android - [[notifying-staff|Notify appointment changes to staff]] — sending email notifications when appointments change - [[workforce-rostering|Workforce rostering]] — managing your organisation's roster - [[appointments|Create or delete appointments]] — creating and managing appointments in Comm.care > _New to Comm.care? Want to see more features and the full platform in action? Join us for a_ [_free demonstration_](https://cal.com/pnyxteam/get-a-guided-tour)_._